Fulton County Board- Finance & Insurance Committee Meeting Minutes
Fulton County Board Office, 257 West Lincoln Street, Lewistown, IL 61542
Committee: Finance, Insurance, Personnel, Legislative Committee
Meeting Place: Fulton County Courthouse, 100 N. Main St., Room 313, Lewistown, IL 61542
Time: 5:45 pm
Date: April 11, 2023
CALL IN INFORMATION:
Call in number: (720) 843-2603
Meeting code: 214 7365 #
1. Call to Order
Barry Beck (present/xxxxxx)
Jared Heller (present/xxxxxx)
Laura Kessel (present/xxxxxx)
BJ McCullum (present/xxxxxx) arrived 5:51pm
Brian Platt (present/xxxxxx)
Lauren Southwood (present/xxxxxx)
Lisa Thompson (present/xxxxxx)
Other Board Members: John Spangler
Elected & Appointed Officials: Staci Mayall – Treasurer, Julie Russell – Supervisor of Assessment, Patrick O’Brian – County Clerk, Charlene Markley – Circuit Clerk
Staff: Audra Miles – Comptroller, Cindy Simpson – Fulton County Board Administrative Assistant
Guests: Cole McDaniel – SRPED
Media: John Froehling – Fulton Democrat
2. Roll Call
Roll call was taken, quorum present
3. Call for Additions/Deletions To and Approval of the Agenda
Member Thompson removed from the agenda #15.Circuit Clerk Report and 8b.i move to 8a.i.
Member Beck moved to approve the amended agenda with a second from Member Southwood. Motion carried by roll call vote (6-0).
4. Announcements, Communications and Correspondence – None
5. Public Comments – None
a. Discussion/Action: Claims
Member Kessel moved to approve the claims with a second from Member Platt. Motion carried by roll call vote (6-0).
b. Discussion/Action: ARPA Claims
Member Heller moved to approve the ARPA claims with a second from Member Beck. Motion carried by roll call vote (6-0).
7. Transfer of Funds
a. General Funds Transfers
i. Discussion/Action: Resolution: $11,382.00
From: #001-021-590100 Contingency Fund
To: #001-059-510100 Salary – Deputy/Clerk/Secretary
Member Thompson discussed changing this resolution from Immediate Emergency Funds to Contingency Funds in the General Fund.
Member Thompson moved to approve the resolution with a second from Member Heller. Motion carried by roll call vote (6-0).
b. Other Funds Transfers
8. Immediate Emergency Appropriation(s)
a. General Funds Immediate Emergency Appropriations
b. Other Funds Immediate Emergency Appropriations
i. Discussion/Action: Resolution: Fund 038: Create Expenditure line item
Court Automation #038-092-585142 Court Tech Grant Expense line item for $310,304.00 from unappropriated funds
Member Thompson discussed this is a grant from the 9th Judicial.
Member Kessel moved to approve the resolution with a second from Member McCullum. Motion carried by roll call vote (7-0).
ii. Discussion/Action: Resolution: $12,677.00 Immediate Emergency Appropriation from Unappropriated Funds in the Court Security Fund to line item #031-089-550100 Equipment
Member Thompson stated this is a safety grant.
Member Beck moved to approve the resolution with a second from Member Kessel. Motion carried by roll call vote (7-0).
9. Old Business
10. New Business
a. Discussion/Action: Disaster cleanup funds
Member Kessel stated Chairman Spangler spoke with the Mayors of Bryant and Table Grove. The mayors stated the biggest need is for dumpsters. Chairman Spangler suggested setting aside a relief fund to assist with clean up of $30,000.00 to $40,000.00.
Member Platt inquired where the funds would come from. Member Thompson suggested using the funds from unallocated ARPA Funds. Treasurer Mayall stated the ARPA Fund will not always be available to use and the General Fund has funds in Contingency Fund in place for such issues where funds are needed. A line item can be created and the actual resolution can be on the May Fulton County Board meeting as a cleanup for the transfer of funds. The county can apply for state and federal disaster funds and this could possibly be reimbursed. This would allow Fulton County to help communities if other disasters occur.
Member Thompson inquired if there is a negative to using ARPA Funds. Treasurer Mayall stated that would mean using Federal funds and asking for federal money to be reimbursed the county.
Member Thompson inquired with the committee how much needs to be allocated. Member Kessel suggested the Fulton County Board approve a specific amount of funds and the Finance committee would have the authority to approve requests for usage of the funds.
Member McCullum inquired if towns/villages or individuals would request the funds. Chairman Spangler stated the towns and villages would make the requests for items such as dumpsters for debris. Currently, Bryant needs dumpsters and they have already spent approximately $5,000.00, and will most likely spend another $5,000.00 or more on the cleanup.
County Clerk O’Brian stated Table Grove may need assistance with cleanup.
Member Kessel inquired with all the scrap metal being put into the dumpster if Hitchcock’s could pick up the scrap metal. Chairman Spangler stated if residents separate the metal from the wood, but that may not be feasible due the amount of man hours that would require.
Member Kessel stated the dumpsters need to be in a central location and not provided to individuals for personal use.
Supervisor of Assessment Julie Russell stated there are many places outside the city limits needing dumpsters along
Russell stated there is a meeting at the Farm Bureau in Lewistown April 12, 2023 to see about long term assistance for rural residents.
Treasurer Mayall suggested a point person keep track of all requests and checks being paid out for the reimbursement by the State or Federal Government.
Member Thompson suggested the invoices be provided to the county and the Treasurer will send the reimbursement or payment.
Chairman Spangler stated Bryant does not have the funds to pay for a dumpster and waiting for the reimbursement is not feasible.
Member Platt stated if Bryant has spent money on dumpsters, the county could reimburse the funds spent for dumpsters.
Member Thompson suggested Treasurer Mayall will collect the invoices for the dumpsters for the disaster relief funds.
Chairman Spangler suggested to approve $5,000.00 for Bryant for dumpsters.
Supervisor of Assessment Julie Russell stated Table Grove is not requiring any dumpsters at the time.
Treasurer Mayall asked who will contact the Mayor of Bryant for the invoice for the dumpster. Chairman Spangler will contact the Bryant Village Mayor.
Member Thompson stated any claims needing approved will be done at the May 2, 2023 Finance meeting and if additional funds are needed prior to May 2, a Special Finance meeting can be held.
Member Platt moved to approve $30,000.00 in funds for municipalities for reimburse for disaster.
Member Platt moved to approve $50,000.00 for disaster funds for municipalities for reimburse with a second from Member McCullum. Motion carried by roll call vote (7-0).
Member Kessel moved to approve $5,000.00 for dumpsters for the Village of Bryant from the disaster relief funds with a second from Member Thompson. Motion carried by roll call vote (7-0).
11. Safety – Liability Insurance Risk Management – None
12. Transit – None
13. Treasurer’s Report – None
14. Assessment Report
Supervisor of Assessment Julie Russell reported a notice of Destruction of Property letters have been sent to all residents in Fulton County for the affected areas. The letter advised residents if their property is deemed uninhabitable or the structure is damaged or destroyed from the storms that occurred on March 31 or April 4, 2023, the property owner is entitled to a pro-ration or reduction of the assessed value on the affected structures for the 2023 assessment year.
The forms need to be completed and returned to the Fulton County Assessment Office by July 5, 2023. The date is a state mandated date by statute.
The current township billing fees received by the Assessment office are $31,000.00.
15. Circuit Clerk Report Pulled
16. Appointments – None
17. Old Business– None
18. New Business
19. Executive Session – None
Spoon River Partnership for Economic Development Director Cole McDaniel discussed the Energy Transition Community Grant in the amount of $924,554.00 from the Department of Commerce and Economic Opportunity (DCEO). This was applied for approximately 1 month ago which was phase 1 in the grant process.
Phase 2, is determining the allocations and Cole provided a proposed list for the grant allocations.
A detailed narrative on the project details is required. The next steps process is listed: to approve an allocated amount, have a stake holder meeting, and include a cover page detailed project narrative, and uniform budget. Cole stated Fulton County agreed to allow the other taxing bodies to apply under Fulton County. The county received additional funds from the grant by allowing other taxing bodies to apply under Fulton County.
The grant distribution is based on the current taxing rate in Fulton County to allow a fair distribution of the grant funds to the taxing bodies. The distribution to impacted taxing districts is approximately $170,902.28, community revitalization grants $250,000.00, and public facilities improvements $400,000.00.
Revitalization of the communities are great projects to consider the grant funds to be used for.
Cole is looking for any thoughts and allocations for the funds and to email Col with any suggestions.
The allocations need to be approved by May 31, 2023.
Member Kessel moved to adjourn at 6:28pm with a second from Member Platt. Motion carried by roll call vote (7-0).